The Productivity Pro® Blog by Laura Stack - Time Management, Getting Things Done, How to Be More Productive

“Ill habits gather by unseen degrees/As brooks make rivers, rivers run to seas.” — John Dryden, English poet (Absalom and Achitophel, 1681)

Have you updated your NOT-to-do list lately?

Most of us are pretty good about compiling daily to-do lists to guide our workflow, and there’s no denying that those lists are vital for maximizing productivity. However, in many ways, a list of things you refuse to do is just as important.

A not-to-do list doesn’t have to be fancy. You simply start by writing down the time-stealing behaviors that you prefer not to take part in; then you review and revise your list periodically, to make sure you don’t accidentally slip into habits that damage your productivity and keep you at work too long.

Obviously, not-to-do lists will vary from person to person, based on what’s applicable to a particular workplace and what each individual considers impractical or illogical for them to take part in. But there are certain activities that everyone is wise to avoid, and in this article, I’ll discuss four.

Stop Gossiping
Some workplace socializing is necessary, because it helps you connect with your fellow co-workers, lets you enjoy work a little more, and can enhance your productivity in the long run. However, chatting with your buddies should stop short of discussing other people behind their backs.

Airing someone’s personal business for entertainment reasons is never going to help you accomplish anything, and spreading negativity or criticism is downright hurtful. Give it up; work isn’t a soap opera, nor should it be. If your company doesn’t have a no-gossip policy, create your own and stick to it.

Stop Complaining
We all have things in our lives we’re unhappy about, but complaining about them accomplishes very little; as with gossiping, all it does is spread negativity, and who needs more of that? In particular, you should avoid complaining about the amount of money you make, and how dissatisfied you may be with your job or co-workers.

Instead of moaning about life, readjust your attitude. If you’re disgruntled about things that you can’t change, learn to accept them and move on. If you find yourself complaining about things that you can change, then by all means, try to. In either case, do your best to remove the reasons for your complaints.

Letting yourself suffer just so you can complain about how the world has wronged you doesn’t just waste your time, it wastes everyone else’s. And besides—do other people beside your friends really need to know about your personal problems? If you’re looking for attention, there are more constructive ways to get it.

Stop Trying to Be a Machine
As much as some of us might like to think otherwise, we’re not machines. No matter how spectacular you are, you can only grind along at maximum focus for so long before you get tired and mistakes start creeping into your work…and then your productivity drops like a rock. While you shouldn’t take breaks too often, you do need to pull back occasionally so you can recharge and revitalize your creativity. You always do your best work when you’re well-rested.

Meal breaks are also important. You need to eat something every six hours or so, if only to keep your blood sugar levels high enough to avoid becoming fuzzyheaded. So don’t skip lunch, and don’t just scarf down a sandwich at your desk, either: get away for a few minutes, since by then you’ll probably need the change of pace and scenery to help you stay sharp.

Finally, don’t skip your macro-breaks, either. You need to take your weekends, holidays, and vacations as often as possible, so you can be rested and ready when work-time rolls around again.

Stop Multitasking
Multitasking is all the rage nowadays, but I happen to think that it’s the scourge of the modern office. The human brain can handle just a few things at a time, because we’ve only got so much “cognitive currency” to spend. Your mind’s trying to process all kinds of external stimuli already, so when you consciously try to do too many things at once, you literally spread yourself thin. Add in all the distractions that you have to deal with, from the sound of the rain on the windows to the photocopier chugging away across the hall to your chatty co-workers, and your efficiency begins to fall off sharply.

The worst thing about multitasking, I think, is that it fools you into thinking you’re getting a lot more done. But you’re not: you’re dividing your attention too finely. If you go too far, you’ll end up like one of those computers that assigns every single task a tiny, equal time-slice, and then takes forever to get any one task done. In computer parlance this is called “thrashing,” and I’ve seen it many times in human beings as well. If you really want to produce, focus tightly on one task at a time, and get it off your plate before moving on to the next task on your list.

Going Cold Turkey
The four items I’ve listed here are just a few of the egregious workplace habits that can rob you of productivity if you let them. These habits are sneaky: either their negative effects are easy to miss, or they fool you into thinking that they’re helping you be more productive. If you keep them up, though, you’re not going to get ahead; you’ll just end up slipping farther behind.

So for your productivity’s sake, I recommend that you sit down and seriously ask yourself if you’re guilty of any of these bad habits. If you are, then go cold turkey on each one. It may be hard, but you’ll be more productive in the long run—and that’s what really matters.

These days, most of us use handheld technology in all aspects of our daily lives, blurring the boundaries between work and home. Has this made you feel more overworked and less energized? If so, you need to learn how to break free from technology, turn it off regularly, stop letting it control you, and unplug in ways that boost your energy. Let’s chat about your electronic habits, and about how to regain control.

1. Plan your screen time and stick to it. It’s unnatural to focus on a computer or TV screen for hours on end instead of interacting with people. Yet this is precisely what most people do — and the subsequent feelings of social isolation and depression can be quite damaging to your energy level.

2. Put your life first. Don’t let technology eat up your free time; technology exists to simplify your life, not to complicate it. It’s up to you to keep it in check. A good start is to turn off all electronics an hour before bedtime.

3. Keep your electronic in-box empty. Slash through the electronic detritus to maximize your efficiency, and therefore your energy level. If you let your voicemail and email inboxes get overcrowded, important communications might fell through the cracks, straining a friend’s or client’s trust in you.

4. Get your computer organized. Too much computer clutter can drain your energy just by forcing you to hunt for things that should be easy to find. Delete old files, reorganize folders, and give files names that make their contents obvious at a glance.

5. Turn off your technology when you’re on personal time. You can’t recharge your personal energies if you’re always working. Once the workday is over, make yourself electronically scarce.

6. Avoid Obsessive Compulsive Technology Disorder. You don’t need to check your email constantly. Doing so is forces your brain to start/stop/start/stop constantly, which requires a huge amount of mental energy. Instead, turn off the technological distractions so you can get work done.

7. Just say no to instant messaging.  Instant messaging is a great way to stay in contact, but too much of it steals time and energy you need for other work. Don’t be afraid to turn on the “DO NOT DISTURB” feature when you want to focus on a task that requires your complete concentration.

8. Match the message to the medium. Use the right means of communication for a particular message. Sometimes email is the most efficient way to communicate with a particular person; sometimes it’s better to pick up the phone.

Electronic devices are supposed to make your life easier, not more stressful. If they’ve begun to dominate your life — including your time off — step back and decide whether all that stress is worth the reward. It may be time to shed some of that technology, or at least to put it back in its place.

© 2008 Laura Stack.  Laura Stack is a personal productivity expert, author, and professional speaker who helps busy workers Leave the Office Earlier® with Maximum Results in Minimum Time™. She is the president of The Productivity Pro®, Inc., a time management training firm specializing in productivity improvement in high-stress organizations.  Since 1992, Laura has presented keynotes and seminars on improving output, lowering stress, and saving time in today’s workplaces.  She is the bestselling author of three works published by Broadway Books: The Exhaustion Cure (2008), Find More Time (2006) and Leave the Office Earlier (2004).  Laura is a spokesperson for Microsoft, 3M, and Day-Timers®, Inc and has been featured on the CBS Early Show, CNN, and the New York Times. Her clients include Cisco Systems, Sunoco, KPMG, Nationwide, and 3M.  To have Laura speak at your next event, call 303-471-7401.  Visit www.TheProductivityPro.com to sign up for her free monthly productivity newsletter.

Isn’t it amazing how much energy you can spend stewing about things? If you get too agitated, you might be completely unable to focus on other tasks. If that’s the case, you’re no good for anything until you can calmly address the issue. You need to learn to create closure on the things that bother you, so you can get on with life. Here’s how.

1. Avoid energy vampires. Some people can drain your energy in five minutes flat. Stay away from people who constantly criticize you, who gossip and create drama, who are mean, or who are just incurably rude.

2. Be assertive in annoying situations. If don’t state your needs in plain English, you’re unlikely to get what you want. Being assertive isn’t the same as being aggressive; be polite, and let the people around you know you’re willing to help out by changing your own behavior if necessary.

3. Clear up nagging reminders.  If you’ve got to-do items that have been staring you in the face for months, set aside some time to tackle them and get them done. Leaving things undone can zap you with guilt that’ll drain your energy.

4. Don’t leave things half-done. Don’t quit halfway. Instead of letting postponed tasks leave you frustrated, set aside some time and plow through them until they’re done, so you can move on to more productive tasks.

5. Occupy yourself productively while waiting. It’s bad enough when we waste time, but it’s worse when someone wastes it for us. If you’re stuck waiting somewhere, use to time to edit, knit, pay bills, read — anything productive.

6. Don’t let boredom get the best of you. Are you doing the same boring things every day? If so, give yourself a shot in the arm energy-wise by jumping out of that rut with some new activities. Change your routine and live a little!

7. Look within for the source of your frustration. If you can’t pinpoint an exterior source of your irritation and frustration, look within, try to determine the source of the problem, and resolve it.

8. Set limits and boundaries with others. Learn to say no. Saying no isn’t about being selfish; it’s about setting healthy parameters for yourself and recognizing reality, and learning to protect your energy level, your health, and productivity.

It’s crucial to learn how to create closure on the things in your life that bother you. Do something about them. What are you tolerating?  When do you experience frustration?  What do you do when someone wastes your time?  All of those situations require closure, so you can direct your energy toward more positive pursuits.  

(C) 2008 Laura Stack.  Laura Stack is a personal productivity expert, author, and professional speaker who helps busy workers Leave the Office Earlier® with Maximum Results in Minimum Time™. She is the president of The Productivity Pro®, Inc., a time management training firm specializing in productivity improvement in high-stress organizations.  Since 1992, Laura has presented keynotes and seminars on improving output, lowering stress, and saving time in today’s workplaces.  She is the bestselling author of three works published by Broadway Books: The Exhaustion Cure (2008), Find More Time (2006) and Leave the Office Earlier (2004).  Laura is a spokesperson for Microsoft, 3M, and Day-Timers®, Inc and has been featured on the CBS Early Show, CNN, and the New York Times. Her clients include Cisco Systems, Sunoco, KPMG, Nationwide, and 3M.  To have Laura speak at your next event, call 303-471-7401.  Visit www.TheProductivityPro.com to sign up for her free monthly productivity newsletter.

We’ve all been there. There’s mail piled up on the corner of your desk. You have 37 unread e-mails. The phone is ringing (not that phone – the other phone). And you’ll be lucky if you can get through three of the fifteen items on your to-do list.

Oh – and you have four hours of meetings ahead of you.

It didn’t used to be this way. The world has changed in the last decade or so. Has your approach to time management changed with it?

If you find yourself stressed out and frustrated every time you try to hunker down and take control of your time, there’s a good chance that’s because you need a new way to think about time management. Don’t fall into the trap of trying to force yourself to work within a system that just isn’t compatible with the pace of your day or the nature of your work. Just like electronic organizers are perfect for some and others swear by paper planners, even the best time management system will fail if it doesn’t jive with the way you get through each day.

If you’re looking for a productivity system that is compatible with real life, consider 4-A Time Management. By focusing on four key elements of productivity you can create a flexible, customized productivity strategy that is compatible with the fast paced demands of today.

Activity. When there are 117 things that could be done next, how are we supposed to prioritize? In this new era of productivity, it is pretty much impossible to successfully schedule your day in advance. You might set out a clear list of objectives and a bulletproof timetable, but we all know that one unexpected phone call can cause the whole plan to collapse in on itself – priorities change, a crisis pops up, a deadline is moved up a week; these things happen.

Since you can’t plan for everything, it is important that you have a crystal clear understanding of what your priorities are. If something happens that is beyond your control and these priorities need to be adjusted – fine – but until then, you should have a game plan.

Evaluate your to-do list to see which tasks will yield the greatest benefit. The old A-B-C method probably won’t work if the flow of your day changes often. You need a new method of deciding where to spend your valuable time.

Think about the average amount of time that you can work uninterrupted. Which of your tasks will benefit most from that undivided attention? Which require a lot more or much less? Make a plan to work on the bigger, more time-intensive projects when you know you’re least likely to be disturbed. Save the little ones for those windows between meetings and phone calls when you won’t get much else done.

If one of your important projects is just too intimidating for you to ever make any headway, break it down into smaller, manageable steps. I guarantee that nine times out of ten, once you get started you’ll forget why you put it off for so long to begin with.

Availability. The best laid plans won’t stand a chance if you don’t find a way to control your availability. Your time is your most valuable asset. Don’t just give it away to anyone who asks! You’ll never have complete control over your availability, but it’s important to know how to carve out blocks of distraction-free time that is conducive to productivity.

Meetings are notorious for eating up massive blocks of time. Learn to say “no.” It’s pretty likely that you don’t need to be at all of the meetings that you’re attending. Can you send someone in your place? Ask for the minutes to be forwarded? Address the situation with a quick phone call? Evaluate whether the meetings you attend are really necessary.

When you’re not in those meetings, schedule time to work. In some jobs this is easier to do than others. It might just be a matter of shutting your office door and setting your phone to voicemail. Or working from home or heading to Starbucks with your laptop. You might need a clear signal for your co-workers, like using a do-not-disturb sign or putting on head phones when you need to work uninterrupted.

Whatever your solution – don’t abuse it. If you try to make yourself constantly unavailable, you will quickly find that others lose respect for your “I’m busy” signal.

Then you’re right back where you started, whether you’re up against an important deadline or not.

Accessibility. You’ve already decided that you aren’t going to give everyone around constant access to your time. The next step is to make sure that you have easy access to the information, tools, and resources you need to be productive.

Invest the time necessary to make sure the things you need on a regular basis are at your fingertips. Things you access frequently should be filed on your desktop in an organizer or in a drawer that’s at arm’s reach. Put the files you only use occasionally where they are accessible at your desk, but give the easiest access to those things that you reference regularly. Archive files you rarely need in the bottom drawers or in files away from your desk.

Perhaps the most important and overlooked thing you can do to get organized is to structure your electronic files. In an age where most files are electronic, it’s easy to lose them to the vacuum of cyber storage. File electronic documents similar to the way you would paper ones. Don’t just plop everything in “My Documents” or on your desktop and leave it for lost. Set up folders and sub folders that have intuitive titles that you’ll easily navigate. Use dates and enough detail in file names that you won’t have to open multiple documents when you’re looking for something specific. In short, do the initial work of saving the files in an organized manner to make referencing them an easy task.

Stopping to hunt for what you need not only wastes time, but it destroys your rhythm and forces you to break your concentration. It’s well worth it to organize as you go.

Attention. The most effective time management system in the world won’t do a thing to improve your productivity if you don’t focus on the task at hand. For many of us, the problem isn’t a lack of willpower; it’s having the restraint to refuse distractions.

This means closing Outlook when you’re not working on e-mail and trying to check it only a few times a day. Resist the urge to open messages as they come in. This also means letting the voicemail light stay on until you’ve finished what you’re doing. Treat your project time like an appointment with a coworker. Ignore the phone, the e-mail, and the urge to go get a cup of coffee.

Of course, avoiding email and the phone might be much easier than avoiding the distractions that come from coworkers. If you’ve already put your “do not disturb” signal in place, be it headphones or a closed office door, and you’re still being interrupted, it’s time to tactfully redirect the person distracting you.

Acknowledge the issue and let them know you’re in the thick of an important project. Ask if you may give them a call in an hour when they may have your undivided attention.

Just remember – it’s better to be like a postage stamp and stick with something all the way to the end than it is to be a butterfly that flits from task to task!

So forget managing your time – it can’t be managed. Manage yourself with these 4 A’s and you’ll increase the likelihood you’ll have a productive day.

Make it a productive day! ™

www.TheProductivityPro.com

Nowadays, so many things compete for your attention in the workplace that it can be hard to concentrate on what’s important. If you need to improve your ability to stay on target and focus on the task at hand, implement the tips outlined below.

1. Set up your office for maximum productivity and minimum distractions. You need privacy to concentrate and discuss sensitive issues. Don’t just take what you’re given; reorganize it into a configuration that works best for you.

2. Avoid wasting time by daydreaming. Daydreaming can be a real productivity bandit — but as long as you don’t use it to procrastinate, it can be very helpful. Harness its creative powers, and use it for thinking time that can lead to productive ideas.

3. Remember things more easily. Busy people need good memory skills to help them remember details. Sharpening your memory can be as simple as using good memory tools: always writing things down, keeping running lists, leaving yourself voicemails, etc.

4. Focus on priority projects without getting distracted. Be like a postage stamp: stick to one thing until it gets to its intended destination. Learn to juggle multiple tasks and projects effectively, but don’t flit around from one item to another without completing anything.

5. Focus on one thing at a time. Don’t "multi-task" or attempt to do too many things at once. Start by focusing one on item instead. Don’t interrupt yourself, and prioritize your tasks so you know what needs to be done first.

6. Make lists and record everything you need to do. To keep from dropping the ball, capture every thought using either paper or electronic methods. This pulls what you need to do out of your memory and relieves your brain of the burden of repeatedly thinking about everything you need to remember.

7. Read quickly and maintain concentration. Learn to benefit from new reading techniques designed to boost productivity, and toss whatever’s boring or useless to you. Getting through your reading more quickly frees up time for other priorities.

8. Recognize signs of brain overload. If you have no idea what to do first or where to begin, learn how to get your mind focused again. For example, create structure and deadlines for your work, jealously guard your attention from distractions, or try some deep breathing exercises.

9. Get absorbed in a task. Become fully present-focused. Learn to "get in the zone" and achieve a state of momentum where time seems to fly. Start by mastering your job, ensure no interruptions, and always strive to be in the moment.

10. Concentrate on a task that bores you or doesn’t really interest you. Even tedious tasks must be completed. Get them done early so the rest of the day is more enjoyable, reward yourself for getting the job done, and vary your activities.

You can’t get your work done if you’re distracted. Learn to trim away all the minor things competing for your attention, and fine-tune your concentration to a laser-like focus. You’ll be surprised at how much you get done — and how much time you’ll have to spend on what’s really important.

© 2008 Laura Stack.  Laura Stack is a personal productivity expert, professional speaker, and author who helps busy workers Leave the Office Earlier® with Maximum Results in Minimum Time™. She is the president of The Productivity Pro®, Inc., a time management training company in Denver, Colorado, that caters to high-stress industries. Laura’s newest productivity book, The Exhaustion Cure (Broadway Books), hits bookstores in May 2008.  Laura is a spokesperson for Microsoft, 3M, and Day-Timers®, Inc and has been featured on the CBS Early Show, CNN, and the New York Times. Her clients include Cisco, Sunoco, KPMG, Nationwide, and MolsonCoors.  Contact her at www.TheProductivityPro.com.